Managing payments


This tutorial is meant for those who use ERPLY Books with ERPLY POS & Inventory and need managing payments from invoice payments to customer prepayments.


When customers/vendors pay with wire transfers

If customer/vendor pays online then do bank import. For full tutorial, see section 4.6 in the user manual. Basically you have to upload bank statement to ERPLY Books which can then map payments with invoices and accounts and you can verify other payments and then connect payment(s) with invoices where ERPLY Books has not been able to do this.

There are two cases of bank payments:

  • banks that are supported by ERPLY Books
  • and banks that are not supported by ERPLY Books


Banks supported by ERPLY Books

Most US, CA, AU, ZA and Caribbean countries banks support OFX (Microsoft Money), QBO (Quickbooks online) or QIF (Quicken) formats. If you go to your bank and see any of those formats then download bank statement in this format.

European banks support ISO-20022 file formats that can be uploaded to ERPLY Books. Exceptions can be applied with following countries:

  • Latvia – Fidavista
  • Lithuania – CSV formats for most banks
  • Estonia – CSV formats for most banks

It could be that you cannot find this format in your bank easily. For example in the JP Morgan Chase bank you’d have to go to “customer center” -> “reference center” to download ofx files.


Banks not supported by ERPLY Books

If ERPLY Books doesn’t support your bank then go to bank import and select “add” from the banks list. Managing payments can also be done manually there. For example add payments and then link them with accounts, invoices and customers/vendors.


Managing payments other than online banking

Different payment types

  • cash received/paid:
    • sales: if customer paid in the store then this is automatically synchronised;
    • purchase invoices: if you paid to vendor by cash then take open payables, select invoice, click “add payment” and change details if needed;
    • petty cash, cash paid to employees for making purchases: if you give some cash to employee then go to open payables, do not select invoice and click “add payment”. Then select employee and add the details of the payment. Then ERPLY Books adds this as prepayment to employee. If this prepayment is used in reimbursement then it is ordinary prepayment usage.
    • store cash in / out: when employees add cash in / out payments (for example purchasing pizza to the store) then in ERPLY Books take ERPLY POS & Inventory sync module and from there click “POS Cash Ins and Outs”. There you can manage all of them like in bank import.
    • other cash in / out: those are payments not connected to invoices. For them you have separate buttons in dashboard.
  • credit card payments:
    • sales: if customer paid in the store then this is automatically synchronised;
    • payments made by company credit cards: you should be able to download credit card transactions like bank statements and thus you can manage them like bank import.
  • giftcard payments:
    • giftcard payments are synchronised into separate account that you can change from settings -> ERPLY POS & Inventory Settings -> Sync Payment Accounts. To add manually gift card payment then you can go to open receivables, select invoice and click “add payment” and change the details. If you need to validate gift cards then record all gift card payments in ERPLY POS or backoffice.
  • settlements (covered later);
  • credit invoices (covered later);
  • check payments:
    • to pay by check, go to open payables, select invoices you’d like to pay today and click “export payments to file”. There you can add new payments (if you for example pay for purchase orders) and add check number. After validating the payments, click again “export payments to file”. Then ERPLY Books will print you a pdf file you can print out. After that you can mark those payments as done. Then ERPLY Books will add check payments to the selected invoices and added payments.
  • other managing payments options.


Managing prepayments

New prepayments

There are three types of (incorrect) prepayments where prepayments can come from (works the same in sales and purchases):

  • You paid more for the invoice than the invoice amount is:
    • if you want to separate prepayment from the invoice then add two payments:
      • bank import: connect invoice with payment, then click “add activity” and in the separate row add the prepayment;
      • manually: in open receivables/payables add payment for invoice and then separately add payment by just selecting the customer/vendor.
    • prepayment without a document:
      • bank import: select customer / vendor from the customer / vendor list you can see on the right panel. Then ERPLY Books will treat that payment as prepayment;
      • manually: go to open receivables / payables, click “add payment” (do not select invoice), select customer / vendor, edit payment details and create the payment;
    • prepayment from order or prepayment invoice:
      • Sales order / prepayment invoice:
        • bank import: right click on the payment and click “Find paid invoice(s) (Order)” or “Find paid invoice(s) (Prepayment Invoice)” and then link the payment with order(s)/prepayment invoice(s) like you’d do with other invoices;
        • to add manually payments for sales orders/prepayment invoices, go to ERPLY backoffice, open order/prepayment invoice and click on the money button.
      • Purchase order:
        • bank import: select vendor from the panel where you can select accounts – then ERPLY Books will add a prepayment to vendor;
        • manually: in open payables click “add payment” (do not select invoice). Then you can select vendor and manage;
        • check payments: when you have added check payments and would like to mark purchase orders as paid from there then follow the process covered before.


Using prepayments

To use prepayments go to open receivables / payables, search by customer / vendor and then select invoice and click “use prepayment”.


Sending money back

You can send money back with following reasons:

  • invoice is returned:
    • bank import: if you are sending money back or vendor is sending money back to you then ERPLY Books thinks this is the opposite transaction. That’s why ERPLY Books is not able to connect those payments with invoices automatically. Select payment and then select correct transaction type from the top right (sales invoice if you paid money back to customer and purchase invoice if vendor paid to you). Then you can find the invoices that were paid.
    • manually: go to open receivables / payables, find invoice and add negative payment for this.
  • prepayment return (no document):
    • Sales and purchases: this type of transaction is not supported in bank import thus go to open receivables / payables, click “add payment”, select customer / vendor and add negative amount that was returned to customer / vendor;
  • prepayment return (sales order / prepayment invoice):
    • Sales: ERPLY Books doesn’t support this transaction. Go to ERPLY backoffice, open sales order / prepayment invoice and add new payment that has to have negative value;
    • Purchases: this type of transaction is not supported in bank import thus go to open payables, click “add payment”, select vendor and add negative amount that was returned to vendor.



Purchase-sales invoice settlements

Search “settle sales and purchase invoices” from dashboard and follow instructions.

Invoice-credit invoice settlements

There is no separate module for this. Add payments to sales invoices and then purchase invoices. If you are using clearing accounts then just see if clearing account balance is zero.